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Guest Researcher - Support with permits

Service for non-employed guest researchers and non-employed, non enrolled PhD students at Aarhus University.

We assist with the proper registrations and permits including applications for residence and work permits for guest researchers.

 

 


How to apply as a guest

AU International Centre is happy to welcome  you as a future guest at AU!

We gladly offer our international guest researchers and PhD students assistance in the application process for a relevant and necessary work and residence permit. If you bring your family we are happy to offer our assistance to your family members as well.

This service is aimed at international staff not employed nor enrolled by AU. See under Who can use the service to see whom to contact if you are not covered by this service.

Your host takes the first step...

Your host at AU should initiate the process by proving us with information about your visit at AU. Read more under How to apply as a host.

As a guest, you are asked to complete a questionnaire to provide us with the necessary information. We will contact you as soon as we have been contacted by your AU-host.

How to apply as a host

It's simple!

In order for us to initiate the process we kindly ask you to complete a questionnaire with the most basic information needed for the application process.  We will implement this information in the applicable/necessary application form. 

As a host you also need to create a "medarbejderstamkort". We need both the questionnaire and  "medarbejderstamkort" to initiate the process. 

Don't wait

The authorities processing time of the relevant permits/registrations might be up to 7-8 weeks. Usually, the guest is not allowed to work during this period. Therefore, do not hesitate to acknowledge us about your guest by completing the questionnaire.

Invitation letter

We also assist you with a letter of invitation, which is needed to apply for a residence and work permit as a Guest researcher or guest PhD student. Please find a template for the letter of invitation below. 

Template - Letter of Invitation

We will keep you informed

From there we will take care of the whole application process. We will of course keep you updated if problems should occur, but otherwise we will not contact you again before we have information as to when you and your guest may expect to receive the permit.

When we receive information that the necessary permit has been granted, we will of course inform you immediately.

You are welcome to contact us either before you are hosting an international guest researcher or during your hosting period.

 

 

Important information for the host

As a host you need to ensure that your guest possesses the relevant work permit and that he/she is properly informed about his/her insurance coverage.

Permit to work

It is among the responsibilities for AU to ensure that our guests have the necessary permits to be at AU as a guest. As host you share this responsibility.

Contrary to the expectation of many, non-EU/EEA citizens are obligated to have a residence and work permit if they are going to work in Denmark regardless of the length of their stay and whether they are hired/enrolled or not.

The only exception is regarding people coming to Denmark for three months or less to perform teaching, lecturing, supervision or examiner service. In such case a work permit is not necessary and the guests can enter into Denmark and work only with a visa (if applicable).

EU/EEA-citizens are obligated to register if they are working in Denmark for more than 3 months.

Insurance coverage

A large number of our guests need to take up insurances and healthcare on their own since they are not covered by regular Danish insurances. Therefore, it is important to ensure that your guests are informed about how they are covered by insurances and healthcare during their stay in Denmark.

Processing time - up to 7-8 weeks!

The authorities' processing time of the relevant permits/registrations might be up to 7-8 weeks. Usually the guest is not allowed to work during this period. Therefore, do not hesitate to acknowledge us about your guest by completing the questionnaire.

International Centre is there to help you!

International Centre offers you assistance to ensure your guests the necessary permits and are properly informed about their insurances during their stay.

Read more about how you are supported by our International Guest Researcher Support.

About the service

The Guest Researcher Support to international guests and their hosts at AU is aimed at assisting the host and the guest researcher / guest PhD student. Students, except for PhD stuents, are not covered by the service.

In brief, the service covers assistance in ensuring that the guest has the relevant and proper permits or registrations related to his/her visit at AU plus providing information about the guest's insurance coverage during his/her stay at AU. In addition, the service also informs the guests about what is offered to internationals at AU (International Centre, University International Club, networking etc.).

The service is described with further details for each of the two target groups below. 

For the guest

This service is aimed at guest researchers and guest PhD students visiting AU. Guest researchers and PhD students are defined as non-employed, non-enrolled PhD students and researchers at AU. The service assists with the application process for a relevant and necessary work and residence permit.

Read more about the target group of this service and information about where to go if you are not included in this service under Who can use the service.

Our service to you as a guest:

  • We will inform you about the relevant and necessary permits (e.g. to work and reside in Denmark) and assist you during the application process
  • We will inform you about insurance issues as a guest and advise you on which insurances we recommend you to take up personally
  • We will provide you with information about practicalities for internationals in Denmark
  • We will introduce you to other AU services to international researchers and PhD scholars
  • Lastly, we will introduce you to socializing opportunities, events, clubs etc. of relevance for internationals at AU.

Your host department or AU International Housing Office will assist you in looking for housing opportunities.

Your host department will take care of welcoming you and practical issues related to your arrival, for example office facilities, log-on to relevant systems, keycards etc.

For the host

This service is aimed at guest researchers and guest PhD students visiting AU. Therefore, if your guest will be neither employed nor enrolled at AU, we gladly offer our assistance in the application process for the relevant permits or registrations. Students, except for PhD students, are not covered by the service.

Read more about the target group of this service and information about where to go if you are not included in this service under Who can use the service.

What is covered by this service

Our service to you as a host:

  • We will ensure that your guest obtains the relevant and necessary permits and/or registrations. We will also assist your guest during the application process
  • Throughout the process we will keep you informed about the status of the application and when to expect your guest to be able to start working at AU
  • We will ensure that your guest is informed about insurance issues and advise him/her on which insurances we recommend to take up personally
  • We will provide your guest with information about practicalities for internationals in Denmark, introduce your guest to other AU services to international researchers and PhD students as well as to socializing opportunities, events, clubs etc. of relevance to internationals at AU.

What is not covered by this service

Practical issues related to the arrival of your guest, for example organizing office facilities, log-on to relevant systems, keycards etc. are not included in the service.

Nor is housing part of the service, but AU International Housing Office can assist you and/or your guest in looking for housing opportunities.

 

 

 

Who can use the service?

This service is aimed at guest researchers and guest PhD students visiting AU. Therefore, if your guest will be neither employed nor enrolled at AU, we gladly offer our assistance in the application process for the relevant permits or registrations. Students, except for PhD students, are not covered by the service.

Whom to contact if you are not covered by the service

PhD students

Enrolled PhD students are supported through their Graduate School.

Employed PhD students are also supported through their Graduate School.

Academic Staff

Employed academic staff is supported through their HR-department at faculty level:

Guests attending conferences or meetings

Guests to conferences or meetings often need a visa to attend the conference/meeting. This is usually dealt with at department level or by the organiser of the conference/meeting.

Contact the organiser of the conference/meeting for further information.

Guest students (bachelor or master's degree)

Contact the Student Mobility Unit at International Centre for further information.

 

Other practical matters

We have compiled practical information related to the different stages of your stay. The information covers topics about living in Denmark and working at Aarhus University.

If you stay in Denmark for more than 3 months

Have a look at the different sections of our homepage ias.au.dk:

If you stay in Denmark for less than 3 months


Certain rules apply if you will only be staying in Denmark for 3 months or less. Please refer to our section Short term stays for further information. 

Visit the Short term stays page

Inge Aachmann Pedersen

International Coordinator
M
H bldg. 1651, 112
P +4587153603

Jakob Feldtfos Christensen

International Coordinator
M
H bldg. 1651, 120
P +4520374765
P +4520374765
3300 / i43